Errors and Corrections in Gainful Employment Reporting Webinar #5 Errors and Corrections in Gainful Employment Reporting January 11, 2012

For More GE Information Link for Gainful Employment Page on IFAP: http://ifap.ed.gov/GainfulEmploymentInfo/ (also accessible from the IFAP Homepage) Regulations Dear Colleague Letters and Electronic Announcements Frequently Asked Questions Training Resources

The Regulations Two sets of Final Rules published on October 29, 2010, with effective dates of July 1, 2011 Program Integrity – Includes Gainful Employment Reporting and Disclosures Gainful Employment – New Programs Final Rules on metrics to define gainful employment published on June 13, 2011

Gainful Employment Reporting Institutions must have reported: By November 15th, 2011, for enrollments in the: 2006-2007, 2007-2008, 2008-2009, 2009-2010, and 2010-2011 award years The deadline for 2012 reporting will be announced in the coming month 4

Gainful Employment Reporting Institutions must have reported information on students who were enrolled in a GE Program for each award year Information includes: Student identifying information Program identifying information Amounts of private education loans and of institutional financing plans Enrollment information Tuition and Fees (Optional) All students in a GE program, not just the completers.

What comes next? Calculation of Gainful Employment Debt Measures for Informational Purposes Debt to Earnings annual ratio Debt to Earnings discretionary ratio Repayment Rate No sanctions, informational rates will be made public Make sure you have the best and most complete data in NSLDS for these calculations

Data submittal

Data to NSLDS When you submit a batch file, you will typically receive a GE Response Error/ Acknowledgment file within 24 hours If the file has no errors, you will receive a file with just a header and trailer A GE Response file with no detail records is your indication that all records were accepted as submitted

Data to NSLDS If you did not receive a response file to your batch submission, you may have submittal problems If you did not receive a response file, no GE data loaded to NSLDS Verify that the records you submitted are on the GE List page on NSLDSFAP

Check GE List on NSLDS If you get this message after hitting retrieve, no records have loaded to NSLDS. You can check online under the Enroll tab, click on GE List and hit retrieve to see if there are records listed. If there are no records, nothing has loaded to NSLDS.

Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 1: Transmission Problems Did you use EDconnect? If you are unfamiliar with EDconnect, call CPS/SAIG Technical Support at 800/330-5947 or send an e-mail to CPSSAIG@ed.gov

Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 2: Transmission Problems Did you use the right message class?

Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 3: Security problems Did you provide the SAIG TG Mailbox to NSLDS?

Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 4: File Layout Problems Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide? Fixed-Width Batch File typical problems: Incorrect header format Incorrect trailer format, especially no leading zeros in detail record count field

Possible File Level Problems A batch file was submitted and a GE Response Error/Acknowledgement File was not received Possible Problem 5: File Layout Problems Did you follow the Record layout and field definition specifications in the NSLDS GE User Guide? Comma Separated Values (CSV) File typical problems Header contains invisible characters Missing Record Type Code for each line Incorrect trailer format, especially no leading zeros in detail record count field

Data Review

Data Review Ensure your GE records have loaded and are correct on NSLDS GE Electronic Announcement #30: ED not enforcing the 10 day corrections deadline for GE Reporting Errors Submit all corrections as soon as possible January 20, 2012, is the completion date for all data to be included in the calculation of GE Informational Rates which will be made public

Errors vs. Corrections Errors Corrections Records not loaded to NSLDS Record returned with error codes in GE Response Error/Acknowledgement file Record level errors cause individual records not to load to NSLDS Corrections Records loaded to NSLDS Data loaded with some inaccurate information

Record Level Errors Record Level Errors Record was not loaded to NSLDS Record contained data which did not pass NSLDS Edits for GE data Resolution: Identify error/field code combination in GE Response File, update the fields and re-submit record Resubmit in another batch file, or Create a submittal template with records to load, or Enter data online

Record Level Errors Understanding the Error Messages Fields in Error and Error Code will be at the end of the detail record Up to five (5) errors per detail record Record has three (3) errors

Record Level Errors Gainful Employment Error Code List Refer to comments in descriptions for the field that is in error to determine appropriate response to the error listed with the student record Error Code Error Code Description 001 REQUIRED FIELD 002 INVALID NUMBER 003 INVALID DATE 004 PERMITTED VALUE VIOLATION 005 INVALID FORMAT 006 REQUIRED FIELD WHEN ANOTHER FIELD ON THE RECORD IS REPORTED 008 END/STOP DATE MUST BE GREATER THAN OR EQUAL TO BEGIN/START DATE 009 SSN CONFLICT 012 FUTURE DATE NOT ALLOWED 017 REQUIRED FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD 018 EXCLUDE FIELD BASED ON THE VALUE OF ANOTHER FIELD ON THE RECORD 800 INSTITUTION NOT AUTHORIZED FOR SUBMISSION MAILBOX

Record Level Errors Example of the field description with error code from GE User Guide: GE Submittal File Detail Record Student Date of Birth Field Code Mandatory/ Mandatory Conditional/ Optional Type Size Position Data Element Number 006 M Date 8 126-133 6 Description Date (year, month, and day) the student was born. Comments Must provide DOB along with the identifiers SSN, First Name, and Last Name. CCYYMMDD format. If a student’s birth date is unknown, this field contains 19000101. If an institution believes the NSLDS data are incorrect, contact the data provider and provide them with verifying documents. Edit Level Error Code Error Record Level 001 Required Field 003 Invalid date 012 Future date not allowed Date Revised July 30, 2011

Record Level Errors We submitted our records online. Where is our GE Response Error/Acknowledgement File? Online records do not receive a GE Response File. This is for batch only. Errors for online records are shown online at the time of submission.

Record Errors Online During direct online entry, error appears after clicking “Submit” 2002-2003 is not a year that requires reporting

Data Review Reminders School academic calendar year has no relation to the Award Year being used to report GE records Award Year is July 1 through June 30 Report all students at the school for the award year, not just the completers This affects repayment rates which are based on students that enter repayment in debt measure years

Data Review Reminders Medical or Dental Internship, or Residency Field Code 013 Schools should answer ‘Y’ only for some students who were reported with a Credential Level of 07 For students reported within an award year with a status of ‘E’ (Enrolled), do not report dollar amounts for Private Loans, Institutional Financing, and Tuition and Fees These fields apply to students who Complete or Withdraw from a GE Program

Data Review Reminders Institutional Financing Amount Report amount student owes as of the day they withdraw from or complete their program Private Loan Amount and Tuition and Fees (when reported) Report cumulative amount at completion of their program or as of the date of withdrawal For students that stop out, but return and rejoin the program, at conclusion, report total (sum) for the program, not just that period of enrollment Private Loan Amount and Tuition and Fees - stop out students, report sum for these fields for all periods of enrollment.

Private Loan Example First record: Student enrolls in a GE program on 8/01/2007 and withdraws 11/01/2007 with a private loan amount of $5,000 Second record: Student re-enrolls in the same program and completes on 5/02/2008 accruing between 1/02/2008 – 5/02/2008, $4,000 The private loan amount that should be reported for the second record is $9,000 – the total cumulative for the program

Now is the Time to Review Quality data ensures accurate debt measures Take time to review your data Methods of Review: For batch submitters – make sure you have reviewed and corrected your errors Take advantage of NSLDS Online sort and filters to review loaded GE data

Online Review List Use ‘Sort By’ and ‘Display Only’ options to filter data for Review Start with the GE List page

Records Display 10 Per Page Use arrows to move down and up the list Use down arrows to retrieve the next set of 10 records.

Options Once Student is Selected Records can be updated or deactivated if needed

Updating a Record Location Code Some fields can be corrected. Enter changes and submit. The Review and Confirm. Submit Review & Confirm

Correcting Erroneous Data These fields cannot be corrected online or in batch: Award Year Student SSN Institution OPEID CIP Code Credential Level Program Attendance Begin Date Program Attendance Begin Date for This Award Year Program Attendance End Date Records with incorrect data in these fields need to be deactivated and re-submitted

Correcting Non-correctable Fields Records with the fields that cannot be corrected, if submitted again with different data, will create a second record, not a replacement Both records will be counted in the GE Calculations Prevent the double count by deactivating the incorrect record

Deactivating a Record Q: We reported that Henry started on April 22, 2008, but he really started on June 1, 2008. How do we proceed? A: Henry’s record needs to be deactivated online and the correct information re- submitted to NSLDS. Update screen shots for new dates

Deactivating a Record

Deactivating a Record Figure out how to make it print okay Review & Confirm

Deactivating a Record When a record is deactivated, all of the data must be re-entered into NSLDS Enter new data online using the Submittal Template, or by submitting a batch file

SSN Conflict Resolution SSN Conflicts may be challenging to resolve Check the school’s records first Check the SSN Conflict link on the Aid Tab for a listing of data providers Contact at least one of the data providers for possible assistance If the conflict cannot be corrected, document your attempts to resolve the conflict to satisfy your requirement for reporting Newer records may have been entered into NSLDS using the same SSN as you are submitting for an older GE record Check school records for possible Title IV aid recipients

SSN Conflict Tab on NSLDSFAP

SSN Conflict Data Provider(s) Click the Number beside the Organization to get contact information

Contact the Provider for Assistance with SSN Conflict

No Online Reports Currently, there are no online or by request reports of GE data. You can use the ‘Sort By’ and ‘Display Only’ parameters to provide an overview of the data. For example, you may sort by or display certain CIP codes or Award years. Use these options to review and make any necessary corrections

Future Enhancements

Spreadsheet Submittal Template Implemented December 31, 2011 NSLDS will accept GE spreadsheet uploads in the 2003 OR 2007 template No need to move data to the 2007 template if already entered in the 2003 template Edits are the same in both templates Conversion relieves some size issues that institutions were experiencing

Future Planned Enhancements Online Improved template allowing more records Means to do mass online deactivation Means to do multiple online corrections Reports Batch Sign-up through FSAWebenroll Batch deactivation Introduction of XML reporting I tried to select things that I thought might be toward the top of the 2012 list.

Receiving Debt Measure Data

FSA Webenroll for GE Data In order to get Debt Measures in the Spring including back-up detail: You will need to take action to receive the GE Debt Measures and back-up detail as soon as they are available VERY IMPORTANT that you sign up for the Debt Measures delivery service

FSA Webenroll for GE Data We are enhancing the SAIG Enrollment Site to allow sign-up for Debt Measures delivery service Enhancements will be completed by March 12, 2012 Make sure you designate an institutional mailbox rather than one for the servicer who submitted data Watch for an Electronic Announcement

Resources GE User Guide GE Newsletter GE Information Page FAQs http://www.ifap.ed.gov/nsldsmaterials/NSLDSGainfulEmploymentUserGuide 092211.html GE Newsletter http://www.ifap.ed.gov/nsldsmaterials/NSLDSNewsletter34.html GE Information Page http://www.ifap.ed.gov/GainfulEmploymentInfo/index.html FAQs http://www.ifap.ed.gov/GainfulEmploymentInfo/2011GEFAQ.html

Contact Information For questions regarding submitting GE Program data to NSLDS Email: NSLDS@ed.gov or Call the NSLDS Customer Support Center at 800.999.8219

Important Mailboxes For policy questions: GE-questions@ed.gov If missing data for any year: GE-Missing-Data@ed.gov

Questions?